Effective: October 27, 2026

This supplement describes how Earmark handles your information. It adds to the Ideaflow Privacy Policy, which continues to apply. If they differ for Earmark, this supplement describes Earmark's specific practices.
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Earmark is a conversation recorder operated by IdeaFlow, Inc. You can record, play back and export audio on your device without an account. You choose when to start recording, and you are responsible for getting any consent required from other participants.
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On your device

Audio is written to local files in short parts. A local manifest stores timestamps, checksums, highlights and upload status. If a recording is interrupted, it stays recoverable as long as its files are readable.
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Local recordings and the manifest use iOS data protection that remains available after you first unlock your device, so recording can continue while the device is locked. Earmark's application-support data is excluded from device backups. Once you export a copy, the place you send it controls that copy.
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Optional private server features

Signing in with Ideaflow ID, once your account is approved by the server operator, lets Earmark upload to its configured private server. Your account is identified by your Ideaflow ID issuer and subject identifier, not by matching email addresses. Your email may be shown as an account label.
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Your sign-in credentials stay in the iOS Keychain. The server stores only hashes of Earmark session credentials.
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For an approved, signed-in account, finished recordings are queued for upload whenever a connection is available. Audio stays on your device until the server confirms that the uploaded checksums match and the upload is complete.
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To let you reopen a conversation, the server stores its audio, transcript revisions, speaker labels, summaries, highlights, questions and answers. Only the authenticated owner can access them. Server features are not available to unapproved accounts or to people without access to the private server.
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Transcription and AI processors

The private server sends audio to Deepgram for transcription and speaker identification. It sends transcript text and your questions to Anthropic to generate summaries, suggested highlights and answers about the conversation. These processors receive the content those features need and handle it under their own terms and privacy policies.
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The app never receives server credentials. If a provider is not configured, the app shows the feature as unavailable or labels the result as a stub. It does not present placeholder output as a real transcript or AI result.
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Optional Vision linkage and explicit saves

Linking Earmark to Ideaflow Vision is optional and off by default. To enable it, you link your own Vision credential to your signed-in Earmark account and confirm which Vision account is shown before turning on Ambient imports.
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Once enabled, Earmark copies the transcripts of future finished recordings into Vision's background Archive. It does not create foreground notes automatically. Separately, when you choose Save, Earmark copies the summary, excerpt or answer you selected as a private foreground note.
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Earmark cannot currently delete an imported Vision Archive source through the Vision API. Turning off the link, or excluding a conversation, stops future imports but leaves existing copies in Vision. Vision's own controls govern how those copies are kept and deleted.
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Retention, export and diagnostics

Local recordings that have not been uploaded stay on your device until they are uploaded or you remove them. After a verified upload, Earmark may remove the uploaded audio parts from your device. Server recordings remain until the owner deletes them. When a conversation is deleted on the server, a deletion record prevents queued uploads from recreating it. Backups and exports may keep earlier copies. Copies sent to other destinations are separate from Earmark and are managed there.
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A diagnostics file is created only when you ask for one. It contains session and conversation identifiers, checksums, durations, capture and upload status, any recording or upload error messages, and the number of queued questions. It does not contain credential values, audio or the text of your questions. You choose whether and where to share it. Routine server operation may produce service logs used for troubleshooting, so please leave recording content and credentials out of support messages.
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Contact

For privacy questions and data requests, contact pleasecontact@ideaflow.io.
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